engagement agreement & Terms and Conditions
Working Together
Before we begin designing your journey, we ask clients to review the following engagement terms so expectations are clear and the planning process runs smoothly.
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Engagement Agreement
Our Services
Jill Williams Destinations (“JW Destinations”) is delighted to assist you in creating, booking, and experiencing the trip of your dreams. We specialize in designing fully customized itineraries tailored to your travel style, interests, and preferences. These itineraries may include accommodations, private transfers, curated experiences, guided activities, and other thoughtful elements that make your journey truly exceptional.
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In the months leading up to your departure, JW Destinations can further personalize your itinerary by arranging restaurant reservations, spa appointments, special access experiences, and additional activities to enrich your travels. While you are traveling, JW Destinations continues to support you behind the scenes by monitoring your itinerary and assisting with any needs that may arise along the way.
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As a client of JW Destinations, you also benefit from our affiliation with Brownell, a member of Virtuoso. Through these partnerships, you may receive access to valuable amenities at Virtuoso-affiliated hotels and other preferred partner properties around the world, offering enhanced value and exclusive privileges not typically available when booking independently.
Once the planning process is complete and you approve your itinerary, reservations with hotels, tour operators, and other travel suppliers will be secured with either a deposit or full payment, depending on the supplier’s policies. All payment schedules, terms, and cancellation policies will be provided to you in advance for review prior to confirming your arrangements.
Trip Design Fee
JW Destinations charges a Trip Design Fee to cover the professional research, planning, and development of your custom itinerary.
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The design fee varies depending on the number of travelers, destinations involved, and the overall complexity of the trip. The minimum Trip Design Fee is $1,000, which covers the research and development of a 7-day custom itinerary recommendation, including one major revision and minor adjustments.
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This fee reflects the time, expertise, and industry relationships required to design a thoughtful, personalized travel experience.
The Trip Design Fee must be paid prior to the commencement of trip planning and is non-refundable.
NET Pricing and Trip Management Fee
The Trip Design Fee covers only a portion of the time and expertise involved in designing your itinerary. JW Destinations may also earn commissions from certain travel suppliers when bookings are made.
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For many custom itineraries, JW Destinations works with trusted in-country partners who provide NET pricing. NET pricing reflects the supplier’s negotiated wholesale rates with their hotels, guides, transportation providers, and other vendors. This structure allows us to obtain transparent pricing from our partners without hidden markups.
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Because these wholesale agreements are confidential between the supplier and their vendors, JW Destinations may not receive a detailed breakdown of individual components within the NET price. In these cases, our partners provide a total package price for the services included in your itinerary.
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JW Destinations passes this NET pricing directly to you. To cover the coordination, management, and ongoing support of your itinerary, JW Destinations charges a 20% non-refundable Trip Management Fee on all NET-priced bookings.
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This Trip Management Fee is due at the time the initial travel deposit is paid to confirm arrangements with our partners and suppliers.
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When NET pricing is not used, JW Destinations may earn a commission directly from the supplier at no additional cost to you. For example, most hotels charge the same rate whether a reservation is made directly by a traveler or through a travel advisor.
In rare cases where a hotel or supplier does not pay standard travel advisor commissions—most commonly small boutique properties or hotels in remote locations—you agree to pay JW Destinations a booking fee equal to 10% of the nightly room rate for that reservation.
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Additional Fees
Airline Ticket Issuance Fees
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Domestic tickets: $60 per ticket
International tickets: $125 per ticket
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Air ticketing fees are capped at $500 per household.
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When airline tickets are issued through JW Destinations, clients receive access to a 24/7 VIP Air Desk staffed by experienced airline specialists. This dedicated team provides immediate assistance with flight disruptions, cancellations, rebooking during irregular operations, seat changes, schedule adjustments, and other airline-related concerns.
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This service can be invaluable during travel disruptions, particularly for international trips or during peak travel periods. Rather than waiting on hold with airline call centers, our clients have a dedicated support line with professionals who can quickly access airline reservation systems and assist with resolving issues in real time.
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In addition, JW Destinations monitors flight schedules and advocates on your behalf when adjustments are needed, helping ensure your travel experience remains as smooth and seamless as possible.
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JW Destinations reserves the right to adjust airline ticketing fees at any time.
Quotes and Cancellation
All prices and availability are subject to change until deposits or full payments are received and confirmed by the travel suppliers.
Price quotes are valid only at the time they are provided. Quotes issued in foreign currency may fluctuate due to exchange rate changes and international credit card processing fees.
If you cancel your trip after deposits have been made, you will be responsible for any cancellation fees imposed by the hotel, airline, tour company, or other travel supplier according to their policies.
Trip Design Fees and any commissions or Trip Management Fees paid to JW Destinations are non-refundable.
Acknowledgment
By engaging the services of JW Destinations and submitting payment of the Trip Design Fee, you acknowledge that you have read, understand, and agree to the Terms & Conditions, which form part of this agreement.
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© 2022 – Present
All Rights Reserved
True Creative, LLC d/b/a JW Destinations
Terms and Conditions
These Terms and Conditions are incorporated into and form part of the Engagement Agreement between JW Destinations and the Client.
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1. Consent to Terms and Conditions
Access to and use of the services of Jill Williams Destinations (True Creative, LLC dba Jill Williams Destinations, hereinafter “JW Destinations,” “we,” “us,” or “our”) and our website is subject to acceptance of these Terms and Conditions (“Terms”).
By accessing, using, or obtaining any content, products, or services through JW Destinations, you, the purchaser and/or traveler (“Client,” “Traveler,” “you,” or “your”), agree to be bound by these Terms and Conditions as well as the terms outlined in your signed Engagement Agreement.
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If you do not accept these Terms and Conditions in their entirety, you must not use our services or website.
These Terms and Conditions govern the relationship between JW Destinations and you as the Customer. They include warranty disclaimers, liability limitations, and restrictions of your rights.
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No modification of these Terms and Conditions shall be valid unless approved in writing by an authorized representative of JW Destinations.
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2. Travel Documents and Identification Requirements
It is the Customer’s sole responsibility to obtain and carry all required travel documentation, including but not limited to:
• Valid passports
• Required visas
• Entry permits
• Health documentation
• Any other documents required by applicable government authorities
All travelers, including minors, must comply with identification requirements of the U.S. Transportation Security Administration (TSA) and Department of Homeland Security (DHS).
Passport Validity
Many countries require passports to be valid for at least six (6) months beyond travel dates and may require blank visa pages.
Children and Minors
Additional documentation may be required when minors travel internationally, including parental consent letters.
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Name Consistency
The name on all travel reservations must exactly match the name shown on the traveler’s passport or government identification.
JW Destinations is not responsible for denied boarding, denied entry, or losses resulting from failure to comply with documentation requirements.
3. Entry and Exit Requirements
Each country has its own entry requirements and policies regarding visas, health documentation, and prior criminal history.
It is the traveler’s responsibility to verify all requirements with the appropriate embassy or government authority prior to departure.
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Helpful resources include:
• U.S. Department of State
• CDC Travel Health Notices
JW Destinations does not guarantee entry into any destination and is not responsible for denied entry or resulting financial loss.
4. Travel Risks and Safety
Travel to certain destinations may involve risks, including but not limited to political instability, health concerns, weather conditions, and natural disasters.
Customers are responsible for reviewing travel advisories issued by relevant authorities such as:
• U.S. Department of State
• Centers for Disease Control (CDC)
• TSA
By confirming travel arrangements through JW Destinations, you acknowledge and accept the inherent risks associated with travel.
JW Destinations shall not be liable for damages or losses resulting from travel to such destinations.
5. Use of Services
To use JW Destinations’ services, you must:
• Be at least 18 years old
• Have the legal authority to enter into agreements
• Accept financial responsibility for all bookings made under your name
You agree to:
• Provide accurate traveler information
• Review travel documents and confirmations promptly
• Ensure all travelers comply with supplier policies
All reservations arranged through JW Destinations are subject to the individual Terms and Conditions of the travel suppliers providing services, including but not limited to hotels, airlines, cruise lines, transportation providers, and tour operators.
6. Payments, Deposits, and Cancellations
Payment terms for travel services are outlined in your Engagement Agreement and individual supplier invoices.
Key payment considerations include:
• Deposits or full payment may be required to secure reservations
• Supplier cancellation policies vary and will be provided prior to booking confirmation
• Failure to make payments by the specified deadline may result in cancellation of reservations and forfeiture of deposits
All cancellation requests must be submitted in writing.
Refunds are subject to the policies of the travel suppliers providing services. Certain bookings may be fully non-refundable.
Trip Design Fees, Trip Management Fees, and other professional service fees paid to JW Destinations are non-refundable, as outlined in the Engagement Agreement.
7. Air Travel and Check-In
Unless otherwise noted, airline tickets are not included in travel proposals unless specifically arranged through JW Destinations.
If JW Destinations assists with airline ticketing, additional ticket issuance fees may apply as outlined in the Engagement Agreement.
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Recommended check-in times:
Domestic flights: 2 hours prior to departure
International flights: 3 hours prior to departure
Airlines frequently adjust schedules. Travelers are responsible for monitoring flight details prior to departure.
JW Destinations is not responsible for missed flights, schedule changes, or airline disruptions.
8. Currency Fluctuations
Prices quoted for international travel may be affected by fluctuations in currency exchange rates.
If pricing is quoted in foreign currency, the final cost may vary based on exchange rates at the time of payment.
Customers are responsible for any increases in costs resulting from currency fluctuations.
9. Travel Insurance
JW Destinations strongly recommends the purchase of comprehensive travel insurance.
Travel insurance may protect against:
• Trip cancellation or interruption
• Medical emergencies
• Emergency evacuation
• Baggage loss or delay
Insurance is not included unless explicitly stated.
JW Destinations is not an insurance provider and cannot guarantee coverage decisions made by insurance companies.
Travelers should review policy details carefully and consult the insurance provider directly for coverage questions.
10. Force Majeure
JW Destinations shall not be liable for delays, changes, or nonperformance caused by events beyond our reasonable control, including but not limited to:
• Natural disasters
• Acts of terrorism
• Government restrictions
• Pandemics or public health emergencies
• Labor strikes
• Weather disruptions
In such events, refunds, credits, or itinerary adjustments are governed by the policies of the travel suppliers providing services.
11. Photographs and Media
JW Destinations may occasionally use photographs or videos shared during travel for marketing or promotional purposes.
Clients who prefer not to have their images used must notify JW Destinations in writing prior to travel.
12. Limitations of Liability
JW Destinations acts solely as an independent travel advisor and booking agent for third-party travel suppliers including but not limited to:
• Hotels
• Airlines
• Cruise lines
• Tour operators
• Ground transportation providers
JW Destinations is not responsible for the acts, errors, omissions, or failures of these suppliers.
To the fullest extent permitted by law, JW Destinations’ liability is limited to the professional service fees and commissions received for the booking within the twelve (12) months preceding any claim.
13. Governing Law and Arbitration
These Terms and Conditions shall be governed by the laws of the State of Alabama.
Any dispute arising out of or relating to these Terms shall be resolved through binding arbitration in Houston County, Alabama, administered by the American Arbitration Association.
Both parties waive the right to participate in class actions.
The prevailing party in arbitration may recover reasonable attorney fees and costs.
14. Privacy and Security
Personal information provided to JW Destinations will be handled in accordance with our Privacy Policy.
Unauthorized use of secure areas of our website or systems may result in legal action.
15. Modifications to Terms
JW Destinations reserves the right to update these Terms and Conditions at any time.
Updates become effective immediately upon publication on our website.
Continued use of JW Destinations services constitutes acceptance of the updated Terms.
16. Third-Party Supplier Responsibility
JW Destinations carefully selects reputable travel suppliers including hotels, tour operators, transportation providers, cruise lines, and destination management companies. However, these suppliers are independent entities and are not owned, controlled, or operated by JW Destinations.
JW Destinations acts solely as an intermediary in arranging travel services on your behalf. As such, JW Destinations shall not be liable for the acts, omissions, negligence, bankruptcy, insolvency, delays, or failures of any third-party supplier.
All services are subject to the terms and conditions of the individual supplier providing the service.
In the event a supplier fails to deliver services, refunds, credits, or remedies are governed solely by the policies of that supplier.
17. Credit Card Chargebacks and Payment Disputes
By submitting payment to JW Destinations or any travel supplier arranged by JW Destinations, you acknowledge and agree that all professional planning fees, trip design fees, and trip management fees are earned upon receipt and are non-refundable, as outlined in the Engagement Agreement.
Customers agree not to initiate credit card chargebacks for services rendered by JW Destinations.
In the event of a payment dispute or chargeback, the Customer agrees to first contact JW Destinations directly to resolve the matter in good faith.
If a chargeback is initiated for services that were provided in accordance with the Engagement Agreement and Terms & Conditions, the Customer agrees to reimburse JW Destinations for all associated fees, legal expenses, and collection costs incurred in resolving the dispute.
18. Itinerary Changes and Travel Disruptions
Travel itineraries may occasionally require adjustment due to circumstances beyond JW Destinations’ control, including but not limited to:
• weather conditions
• transportation delays
• supplier schedule changes
• operational considerations
• local regulations
JW Destinations will make reasonable efforts to assist in coordinating alternate arrangements when disruptions occur; however,
JW Destinations cannot guarantee identical accommodations, services, or experiences.
Any additional costs incurred because of itinerary changes or travel disruptions are the responsibility of the traveler unless otherwise covered by travel insurance or supplier policy.
For this reason, comprehensive travel insurance is strongly recommended.
19. Circumvention of Services
JW Destinations invests significant time, expertise, and professional relationships in designing custom travel itineraries and coordinating travel services on behalf of our clients.
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All travel proposals, itineraries, recommendations, and introductions to travel suppliers—including but not limited to hotels, destination management companies, tour operators, guides, and transportation providers—are provided as part of JW Destinations’ professional planning services.
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Clients agree not to directly contact, book, or otherwise engage these suppliers independently for the purpose of recreating or substantially duplicating a proposed itinerary without the involvement of JW Destinations.
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If a client chooses to proceed directly with any supplier introduced through JW Destinations for services that were included in a proposed or designed itinerary, JW Destinations reserves the right to charge a Trip Management Fee equal to 20% of the total trip value or the applicable professional service fee outlined in the Engagement Agreement.
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This provision ensures that the time, expertise, and proprietary relationships involved in designing a custom itinerary are fairly compensated.
JW Destinations shall not be liable for any claims exceeding the professional service fees paid to JW Destinations for the specific trip.
Contact Information
Jill Williams Destinations
Houston County, Alabama
Email:
Copyright
Copyright © 2024 – Present
All Rights Reserved
True Creative, LLC dba Jill Williams Destinations
